Confidentiality and Data Protection Policy

1) Policy

Alison and Matt at Dragonfly Dreams Wellness, have a clear policy on confidentiality and data protection to protect the privacy of individuals to ensure high standards of practise at all times. Only relevant and adequate data will be collected and kept up to date to ensure that the client gets the most out of the therapy sessions.

2) Data Protection and Access to records

Data will be kept in line with the General Data Protection Regulation 2018.

The data kept will be anything relating to client records, including:

· Client details and consent forms.

· Notes made during the consultation phase

· Notes made during therapy sessions

· Correspondence related to the therapy e.g. e-mail exchanges

This information will be stored securely in a locked cupboard, or if electronic it will be password protected or encrypted to a suitable standard to ensure anonymity.

Session notes are kept separately from client details and consent forms to assist with anonymity.

We are required for insurance purposes to keep all client data for a period of 8 years after the client has finished working with us if the client is an adult, or for 8 years after a child has reached the age of 16 if they work with us when they are a child. Therefore because we are required to keep this information the right to erasure or withdrawal of consent once work has commenced is not applicable within these circumstances.

Should you have any concerns about the way data is being handled then you have the right to complain to the ICO.

If you should require a copy of your client notes at any time:

· A request must be made in writing.

The information will be supplied at the earliest possible opportunity but no longer than a period of 30 days from the request being received.

Client details will not be given out to any third parties, except in exceptional circumstances as set out in section 3.

3) Client Confidentiality

All information is treated with respect at all times, written in an accurate and factual way.

It is necessary from time to time to discuss client cases with fellow professionals for ongoing learning and to maintain high standards and accountability. No personal identifying information will be given during such discussions such as name or names of family members, place of employment, address and contact details, physical descriptions etc.

Information is only ever passed on in cases where there is a legitimate ‘need to know’; and only relevant and necessary information is revealed. Situations when it is deemed necessary to pass on information to the relevant agencies includes, but is not limited to, as follows:

· Serious potential harm to client or a risk to their lives

· Others are at risk of serious harm or there poses a risk to their lives

· Safeguarding issues regarding children, young people or vulnerable adults

· It is a requirement of a court order

· It is a requirement of law

· The disclosure of the prevention, detection or prosecution of a serious crime.

Client Declaration

I have read, understood and accept the above information regarding Confidentiality and Data Protection.

Signed:……………………………………………………………..… Date:………………………………………………

Name:…………………………………………………………………

Cancellation and Late Arrival Policy

Please give at least 48 hours notice if you need to rearrange your appointment. If you cancel within 48 hours of your appointment time you will still be charged for the missed session, subject to my discretion.

We aim to keep appointments running to time. Therefore it is important that you arrive at the time that we have agreed. If you arrive more than 15 minutes late for your appointment then your appointment may need to be rearranged. You will still be charged the full amount for the session.

Should you fail to adhere to this policy, then I may request that you pay for subsequent sessions upon booking your appointment. Repeated late cancellations/no shows may result in the termination of any future sessions.

Should an emergency arise where we have to cancel the session we will endeavour to give you as much notice as possible and will rearrange your appointment with you for the first mutually convenient opportunity.

I have understood and accept the terms of this policy

SIGNATURE:…………………………………………………………… DATE:………………………………